Basic Copy Cataloging Books

1
Basic Copy Cataloging (Books)

• Prepared by
• Lynnette Fields, Lori Murphy,
• Kathy Nystrom, Shelley Stone
• as an LSTA grant
• Funding for this grant was awarded by the
  Illinois State Library (ISL), a Division of the
  Office of the Secretary of State, using funds
  provided by the Institute of Museum and Library
  Service (IMLS), under the Federal Library
  Services and Technology Act (LSTA).

2
Goals

• Participants will
• Understand the cataloging climate in Illinois
• Understand the organizing principles of catalogs
• Understand descriptive cataloging rules and how
  to assign access points
• Understand basic MARC coding and OCLC searching
• Be able to identify appropriate copy and needed
  edits
• Be introduced to subject analysis and
  classification

3
Introductions

• Who are you?
• Where do you work?
• What do you do there?
• How long have you been cataloging?
• What do you do for fun?

4

• What are your expectations for this workshop?
• What do you hope to learn?
• We will put these on the flipchart, and well
  check off as we go and review before we finish
  the workshop

5

• Lets look at the handouts
• Agenda
• Binder
• Sample book
• Title page examples
• MARC record examples

6
Session 1 Introduction

• What is the cataloging climate in Illinois?
• What types of libraries are there and how do they
  differ?
• What is the difference between catalogs and
  cataloging?
• Brief history of catalogs
• Brief history of cataloging

7
Cataloging Climate in Illinois

• Illinois Regional Library Systems
• Formed in 1965 to provide services to
  participating libraries
• Multi-type
• Currently nine Regional Library Systems

8
Cataloging Climate in Illinois

• LLSAP (Local Library System Automation Program)
• Consortial catalogs operated by the Illinois
  Regional Library Systems
• Contain bibliographic and holdings records from
  member libraries
• All bibliographic records come from OCLC
• Each LLSAP is independently run
• Variety of automation vendors
• Innovative Interfaces, Inc., Sirsi/Dynix,
  Voyager, etc.

9
Cataloging Climate in Illinois

• SILC (Statewide Illinois Library Catalog)
• Illinois first all inclusive statewide union
  catalog that integrates WorldCat and the Illinois
  Regional Library Systems LLSAP catalogs
• Provides both shelf status and interlibrary loan
  capabilities in a single searchable interface
• LLSAP catalogs are available thru SILC

10
Cataloging Climate in Illinois

• Illinois Statewide Cataloging Standards
• http//www.cyberdriveillinois.com/departments/libr
  ary/whats_new/pdfs/catalog_standards.pdf
• A document that provides Illinois libraries with
  a concise, yet inclusive cataloging reference
  tool
• Designed to enforce uniform control over the
  bibliographic records that comprise the Regional
  Library Systems LLSAPs
• Provides the groundwork to ensure that SILC will
  work

11
Cataloging Climate in Illinois

• OCLC (Online Computer Library Center)
• Founded in 1967, OCLC is a nonprofit, membership,
  computer library service and research
  organization
• 53,548 member libraries in 96 countries
• 60 million bibliographic records
• Provide a variety of services
• Cataloging and metadata, Collection management,
  Digital collection preservation, eContent,
  Reference, and Resource sharing
• OCLC is the backbone behind SILC

12
Cataloging Climate in Illinois

• Why are all these organizations necessary?
• To ensure that Illinois library patrons find the
  materials they are looking for in the most
  efficient manner

13
Cataloging Climate in Illinois

• How do these organizations affect the daily
  operations in your library?
• Items must be cataloged correctly and
  consistently and holdings set in OCLC in order
  for SILC to work correctly
• With SILC, your patrons can request materials
  from across the state and receive those materials
  in a timely manner
• This gives the patrons at the smallest Illinois
  library access to materials they would never have
  without the resource sharing network in Illinois

14
Cataloging Climate in Illinois

• How do these organizations affect the daily
  operations in your library?
• Bibliographic records appearing in LLSAPs are
  visible not only in the LLSAP, but in SILC, so
  that Illinois patrons anywhere have access to
  those materials

15
People have informational, educational, and
recreational needs

• When was the White House built?
• How do you calculate the radius of a circle
• Where is the best place to go camping in the
  Rocky Mountains?

16

• Libraries collect materials to satisfy these
  needs
• What is a library?
• A collection of books for reading or borrowing
• A room or building where these collections are
  kept
• A collection of sound recordings, films, etc.

17
Types of libraries

• Academic
• School
• Public
• Special

18
Academic Libraries

• State institutions
• Private
• Community colleges
• School Libraries
• Public
• Private

19
Public Libraries

• Large
• Medium
• Small
• County
• District
• Municipal (City)

20
Special Libraries

• Corporate (Business libraries)
• Government
• Hospital
• Law
• Museums
• Etc.

21
Library Organizational Functions

• No matter what their size or their type, the
  organizational structure of all libraries
  incorporate these functions in some way, shape,
  or form
• Administration
• Overall operations of the library
• Public services
• Reference, collection development, circulation
• Technical services
• Acquisitions, cataloging, processing
• Information technology
• Running the library automation system and
  maintaining all the library computers

22
Library Organizational Functions

• In large libraries, these are often separate
  departments
• In a small library, one or two people may perform
  all the functions previously outlined

23
Different types of libraries collect different
types of items

• Academic libraries collect materials that support
  the curriculum of the institution
• Scholarly journals, online resources, books and
  electronic books

24
Different types of libraries collect different
types of items

• School libraries collect materials to support the
  needs of the classroom
• Books, accelerated reader materials, videos and
  DVDs, electronic resources, etc.

25
Different types of libraries collect different
types of items

• Public libraries tend to primarily collect
  materials that support the recreational and
  informational needs of their patrons
• Fiction, how-to-do-it materials, videos and DVDs,
  sound recordings, audiobooks, kits, puppets,
  toys, etc.

26
Different types of libraries collect different
types of items

• Special and corporate libraries collect materials
  to support their organizational needs
• Often very specialized depending on the type of
  library

27
A collection is

• Materials owned by the library and organized in
  such a way that they can be easily retrieved

28
Materials are, for example

• Books, electronic books, videos and DVDs, music
  CDs, albums, cassettes, CD-ROMS and software,
  maps, puzzles

29
These materials have to be organized so that
people can find them

• Cataloging is the process that turns
  accumulations of materials into a library
  collection

30
Overview of providing and organizing materials in
a library

• We choose materials
• We order materials
• We process materials
• We catalog materials and provide a catalog
• We shelve materials
• We circulate materials
• We provide reference services, etc.

31

• These materials are accessed through the catalog

32
A catalog is

• A list of library materials contained in a
  collection, a library, or a group of libraries,
  arranged according to some definite plan
• The catalog forms the basis for access to the
  librarys collection

33
Why do we need catalogs?

• For retrieval
• Most collections are too large for someone to
  remember every item in the collection, and where
  all those items are
• For inventory
• Catalogs serve as a record of what is owned and
  as a reminder of what has been acquired, lost,
  replaced, etc.

34
Why do we need catalogs?

• Charles A. Cutter defined the objects of the
  catalog in his Rules for a Printed Dictionary
  Catalogue published in 1876
• To enable a person to find a book of which either
  the author, the title, or the subject is known
• To show what the library has by a given author,
  on a given subject, and in a given type of
  literature
• To assist in the choice of a book as to its
  character (literary or topical)

35

• We are concentrating on the catalog as a primary
  way of providing and organizing materials
• We provide bibliographic information about the
  materials in our collections in catalogs

36
Bibliographic information is the bibliographic
description and access points for an item

• Bibliographic description is
• Descriptive information provided in a
  bibliographic record to identify that item as to
  title, edition, publication information, physical
  description and any necessary notes
• This bibliographic description is used by the
  patron to decide whether or not that item meets
  their needs

37
Bibliographic information is the bibliographic
description and access points for an item

• An access point is a name (person or corporate
  body), subject term, title, call number, standard
  number, etc., under which a bibliographic record
  may be searched and identified
• Access points are used by the patron to find the
  items that meet their needs

38
Catalogs vs. cataloging

• A bibliographic record is a record (catalog card
  or electronic) that contains the bibliographic
  information about an item
• Bibliographic records are collected in a catalog

39
Brief history of catalogs

• Handwritten books
• Handwritten cards

40
Brief history of catalogs

• Typed cards/books
• Computer-produced microfilm/books/cards
• H Gates, Bill, 1956-
• 7572 The road ahead / Bill Gates, with
  Nathan Myhrvold
• .U6 and Peter Rinearson. -- New York
  Viking, 1995.
• G38
• 1995 xiv, 286 p. ill. 24 cm. 1
  computer laser optical
• disc (4 3/4 in.).
• Includes index.
• System requirements for accompanying
  computer disc
• Microsoft Windows.
• ISBN 0670772895 29.95
• 1. Computer industry -- United States.
  2.
• Telecommunications -- United States. 3.
  Computer networks
• -- United States. 4. Information
  technology -- United
• States 5. Information superhighway --
  United States. I.

41
Brief history of catalogs

• Computer catalogs
• 008 960221s1995 nyuam 001 0 eng
• 010 a 95043803
• 020 a 0670772895 c 29.95
• 040 a DLC c DLC d DLC
• 043 a n-us---
• 050 00 a HE7572.U6 b G38 1995
• 082 00 a 004.6/7 2 20
• 100 1 a Gates, Bill, d 1956-
• 245 14 a The road ahead / c Bill Gates, with
  Nathan Myhrvold and Peter Rinearson.
• 260 a New York b Viking, c 1995.
• 300 a xiv, 286 p. b ill. c 24 cm. e
  1 computer laser optical disc (4 3/4 in.)
• 500 a Includes index.
• 538 a System requirements for accompanying
  computer disc Microsoft Windows.
• 650 0 a Computer industry z United States.
• 650 0 a Telecommunication z United States.
• 650 0 a Computer networks z United States.
• 650 0 a Information technology z United
  States.

42

• Catalogs have changed over the years, but they
  still provide the same basic information, just in
  different ways

43
TODAYS CATALOGS ARE NEARLY ALL ON COMPUTERS

• Now called OPACs (Online public access catalog)
• Advantages
• Easier to update
• Very flexible
• Powerful searching tools
• Disadvantages
• Large learning curve for staff and patrons
  because searching methods and retrieval displays
  are not uniform from library to library

44
Different types of OPACS

• Stand alone
• The catalog is only for the items held by that
  library
• Arlington Heights Public Library
• A schools Follett system

45
Different types of OPACS

• Shared
• Two or more libraries share a single OPAC
• There is one bibliographic record with item
  records for each library
• Single type
• All the libraries sharing the OPAC are the same
  type
• MOBIUS academic libraries in Missouri
• Multi-type
• Different types of libraries sharing the OPAC
• Illinois LLSAPs public, school, academic,
  special

46
Different types of OPACS

• Union catalog
• Virtual
• SILC different automation systems are linked
  together Sirsi/Dynix, Innovative Interfaces,
  Voyager
• True
• An online catalog that does not show shelf
  status, etc.
• OCLC is an example of this

47

• OPACS display MARC records
• Depending on what automation vendor powers your
  OPAC, and how you have configured your OPAC, the
  same MARC record can look very different in
  different OPACs

48

• In Illinois, many libraries get their MARC
  records from OCLC
• The OCLC record is imported into the local
  database

49
OCLC record for Lincoln, a Photobiography
50
OCLC record for Lincoln, a Photobiography
51
SILC version of Lincoln, a Photobiography
52
SILC version of Lincoln, a Photobiography
53
LCLS version of Lincoln, a Photobiography (III)
54
LCLS version of Lincoln, a Photobiography (III)
55
Arlington Heights Memorial Library Lincoln, a
Photobiography (III)
56
SHLS Lincoln, a Photobiography (Dynix)
57
HAL Lincoln, a Photobiography (Sirsi)
58
ALS Lincoln, a Photobiography (CARL)
59

• In the old days, every card catalog was basically
  the same
• Patrons could go from library to library and know
  how to read a card
• Now, each library or LLSAP can make decisions on
  displays, indexing, etc., so even libraries using
  the same automation vendor may not have the same
  OPAC display

60
Matching exercises

• OCLC
• Bibliographic description
• SILC
• Bibliographic record
• Library collection
• Bibliographic information
• OPAC
• Library catalog

• online public access catalog
• nonprofit, membership, computer library service
  and research organization
• descriptive information provided in a
  bibliographic record to identify that item as to
  title, edition, publication information, physical
  description and any necessary notes
• catalog card or electronic record that contains
  the bibliographic information about an item
• bibliographic description and access points
• a list of library materials contained in a
  collection, a library, or a group of libraries,
  arranged according to some definite plan
• Illinois statewide union catalog
• materials owned by the library and organized in
  such a way that they can be easily retrieved

61
Matching exercises

• OCLC
• Bibliographic description
• SILC
• Bibliographic record
• Library collection
• Bibliographic information
• OPAC
• Library catalog

• online public access catalog
• nonprofit, membership, computer library service
  and research organization
• descriptive information provided in a
  bibliographic record to identify that item as to
  title, edition, publication information, physical
  description and any necessary notes
• catalog card or electronic record that contains
  the bibliographic information about an item
• bibliographic description and access points
• a list of library materials contained in a
  collection, a library, or a group of libraries,
  arranged according to some definite plan
• Illinois statewide union catalog
• materials owned by the library and organized in
  such a way that they can be easily retrieved

62

• LETS TAKE A BREAK

63
Catalogs vs. cataloging

• Cataloging is the process that puts bibliographic
  information about our collections into the
  library catalog
• Catalogers use cataloging tools that are agreed
  upon international rules and standards

64
Brief history of cataloging

• The first cataloging was a list of titles or
  incipit (first few words, no titles)
• Greeks first began with titles, personal
  authorship and alpha order
• Romans first bibliography by categories, e.g.,
  grammar, rhetoric, music, etc.
• 1545 first bibliography with subject index

65
Brief history of cataloging

• 1791 first international cataloging code, card
  catalog with title page information, listed by
  author
• 1839 Panizzi at the British Museum came up with
  91 rules
• 1850 Smithsonian developed stringent rules
• 1876 Cutter rules with some leeway for
  dictionary catalog, cutter tables

66
Brief history of cataloging

• 1967 Anglo-American Cataloguing Rules (AACR)
  published
• 1978 AACR2 published not effective until 1981
• 1988 AACR2R
• 1998 AACR2R, 1998 revision
• 2002 new set of amendments
• 2008? RDA (Resource description and access)

67
Types of cataloging

• Your library may use different terms for these
  types
• Adding items or holdings/linking/barcoding
• Copy cataloging
• Original cataloging

68
Adding items or holdings/linking/barcoding

• Search in the local catalog for a matching
  bibliographic record
• If a matching record is found, create an item (a
  holdings record)
• If a matching record is not found, pass to a copy
  cataloger

69
Copy cataloging

• A matching record is not found in the local
  catalog
• Go to an outside source to find a matching record
  (in Illinois, that outside source is usually
  OCLC)
• Bring the matching record into your catalog
• Do any appropriate editing (corrections, or
  adding additional access points)

70
Original cataloging

• A matching record does not exist for your item
• You must create a matching record for your item
  (in Illinois this is usually done in OCLC)
• Very expensive and time consuming
• Requires extensive and continuing training

71
Sources for bibliographic records

• Bibliographic utilities
• You pay to be a member and you can purchase MARC
  records
• OCLC
• RLIN and others
• Vendors
• Sell bibliographic records to libraries
• Library Corporation, Autographics, Marcive, etc.
• Some book vendors now provide free (or very
  cheap) MARC records when you purchase books from
  them (many are now OCLC PromptCat providers)
• Follett, Quality Books, Baker Taylor, and many
  more

72
Sources for bibliographic records

• Z39.50 software access
• Can be provided by vendors
• Bookwhere, EZCat, and others
• Many web catalogs allow downloading of records
• Library of Congress
• Allows free access to their records
• Disadvantages
• Have only a limited number of available ports
• Only have access to records for items they
  catalog. They do not catalog many non-print
  items

73

• No matter where you get your records, or if you
  must create them yourself, there are some
  organizing principles of catalogs that must be
  considered
• We are going to look at these organizing
  principles very briefly now as an overview

74
Organizing Principles of Catalogs

• Standardized descriptive cataloging

75
Standardized descriptive cataloging

• Use AACR2R rules to describe item as to
• Title
• Statement of responsibility (who wrote it, edited
  it, illustrated it, etc.)
• Edition statement
• Imprint (where it was published, who published
  it, and when it was published)
• Physical description (for a book, the number of
  pages, what type of illustrations, and the size)
• Notes does it have an index, bibliography,
  ISBN, etc.
• Is it in a series?
• Main and added entries

76
Standardized descriptive cataloging

• Descriptive cataloging helps you to distinguish
  among different
• Editions
• Publishers
• Physical manifestations of an item (large print,
  board book, large display book, etc.)
• The use of standardized rules insures that all
  catalogers describe an item the same way

77
Standardized descriptive cataloging

• Descriptive cataloging also provides access
  points
• Access points are what you search by to retrieve
  a particular record
• Access points provided by descriptive cataloging
• Names (main and added entries)
• Numbers (ISBN, EAN, ISSN)
• Titles (uniform titles, series, variant titles,
  added titles, etc.)

78
Organizing Principles of Catalogs

• Standardized descriptive cataloging
• Classification by call number

79
Classification by call number

• Classification is grouping similar library
  materials together in an organized fashion to
  provide access to those materials

80
Classification by call number

• Call numbers are made up of a classification
  number and a shelf designation
• The most common classification systems are
  Library of Congress Classification (LCC) and
  Dewey Decimal Classification (DDC)
• The shelf designation is often called a Cutter
  and is usually assigned based on the author

81
Classification by call number

• The Cutter is used to alphabetize the book within
  the classification number on the shelf
• Classification by call number serves two
  purposes
• To help users locate an item through a call
  number
• To group like subjects together

82
Organizing Principles of Catalogs

• Standardized descriptive cataloging
• Classification by call number
• Classification by subject analysis

83
Classification by subject analysis

• Subject analysis uses controlled vocabulary
• Controlled vocabulary is a list of established
  headings that can be used to describe the subject
  of a work.
• These lists are also called thesauri.
• Each controlled vocabulary is aimed at a specific
  audience.

84
Classification by subject analysis

• The controlled vocabularies used by most Illinois
  libraries are
• LCSH (Library of Congress subject headings)
• Annotated Childrens headings (Library of
  Congress subject headings for juvenile materials
• Sears
• MeSh (Medical subject headings)

85
Classification by subject analysis

• Sometimes the same topic is represented
  differently in different controlled vocabularies
• Cookery, French LCSH
• French cooking Sears
• Quick and easy cookery LCSH
• Quick and easy cooking - Sears

86
Classification by subject analysis

• Diabetes LCSH
• Diabetes Mellitus MeSH
• Self-care, Health LCSH
• Self Care - MeSH

87
Classification by subject analysis

• Infants LCSH
• Babies Annotated Childrens
• Swine LCSH
• Pigs Annotated Childrens

88
Classification by subject analysis

• Subject analysis also provides additional access
  points for the users to find the materials they
  are looking for

89
Organizing Principles of Catalogs

• Standardized descriptive cataloging
• Classification by call number
• Classification by subject analysis
• MARC structure of bibliographic records

90
MARC structure of bibliographic records

• A MARC record is a machine-readable cataloging
  record
• Machine-readable means that a computer can read
  and interpret the data in the cataloging record

91
MARC structure of bibliographic records

• Understanding MARC bibliographic is an excellent
  introduction to MARC coding.

92
MARC structure of bibliographic records

• Understanding MARC is written by Betty Furrie in
  conjunction with the Data Base Development Dept.
  of Follett Software Company
• Available on the web at www.loc.gov/marc/umb
• Single copies available free at ALA, SLA, and
  from the Library of Congress 1-800-255-3666

93
MARC structure of bibliographic records

• There are different types of MARC
• MARC bibliographic
• MARC authority
• MARC holdings
• MARC classification
• MARC community information

94
MARC structure of bibliographic records

• The MARC record is just the vehicle for the
  cataloging information
• Various sources are used to select what
  information goes into the MARC record
• AACR2R tells what information goes in the
  description and what access points are chosen
• DDC or LCC is used to determine classification
  number
• LCSH, Sears, MeSH, etc. are used to determine
  what subject headings are assigned

95
MARC record for Lincoln, a photobiography
96

• OPACS take the MARC record and display it based
  on how the OPAC has been set up as to
• Labels for MARC fields
• Display order
• What MARC fields are displayed
• We saw earlier how the same MARC record looks
  very different in different OPACS

97
Organizing Principles of Catalogs

• Standardized descriptive cataloging
• Classification by call number
• Classification by subject analysis
• MARC structure of bibliographic records
• Authority control applied to headings

98
Authority control applied to headings

• Authority control is the function of providing
  established headings as access points in
  bibliographic records and linking those headings
  to authority records that display with
  appropriate cross references, in an OPAC

99
Authority control applied to headings

• Why do we need authority control?
• People change their names
• People write under more than one name
• Users dont always know the correct term when
  searching by subjects
• Etc.

100
Authority control applied to headings

• A user searches in the catalog for Roseanne Barr
• Because this catalog has authority control they
  see the following display

101
Authority control applied to headings

• A user searches the catalog for works by Jean
  Plaidy
• Because this catalog has authority control they
  see the following display

102
Authority control applied to headings

• A user in a different OPAC searches the catalog
  for palm trees
• Again, authority control results in the following
  display

103
Organizing Principles of Catalogs

• Standardized descriptive cataloging
• Classification by call number
• Classification by subject analysis
• MARC structure of bibliographic records
• Authority control applied to headings

104
Organizing Principles of Catalogs

• This course will be concentrating on exploring
  these organizing principles, and discovering how
  they work together to build a catalog.

105
Questions??
106
LUNCH